Incoming Invoice Management

Invoice upload

• Manually: All company employees can upload invoices in the system by clicking the Upload invoices button. Invoices are accepted in any format. This can be scanned image or pdf format file.
• By photographing invoice: From a mobile device you can simply take a photo of received invoice or receipt.
• By email: Special mailbox is created for invoice collection where company employees can simply forward invoices received by email. Also mailbox can be provided to company suppliers, then supplier sent invoices automatically enter system.

Invoice digitization

All invoices uploaded to system are forwarded for digitization to automatic recognition function (OCR). Automatic recognition function scans invoice data from file and fills invoice card with metadata - invoice number, date, amount, supplier, VAT, payment date etc. Number of recognizable fields can be changed. Function can recognize and digitize company specific marks on invoice and automatically assign invoice to object or department. Digitization function can also be performed manually by company itself.

Invoice assignment to cost centers

After invoice digitization, employee responsible for invoice receives email notification about new task in system. This employee task is to assign invoice to cost centers used by company, usually it is department, object or purchase type. Employee selects one or more cost centers to which invoice should be assigned. If invoice is divided into several cost centers, employee indicates what part of amount is assigned to specific cost center. For recurring invoices employee can save cost center data as template, and later use this template for quick assignment of new invoices to cost centers. Cost center list is configured during system implementation. Cost centers are usually linked with corresponding responsible people and GL account codes, which are later used for approval process and invoice data transfer to accounting system.

Invoice approval

After cost center assignment, system forwards invoice to approvers according to established process rules. List and sequence of approvers is selected automatically based on invoice data, amounts, cost centers. Approvers receive email notification about new invoice for approval. Approver can with one button click, directly from received email approve invoice. If approver does not agree with invoice assignment to cost center or other data, they can write comment to responsible person and receive answer, or reject invoice by writing rejection reason. Rejected invoices return back to responsible person who must clarify data and send invoice for approval again. Approving person can also include other persons in approval sequence.

Invoice verification

All approved invoices reach accounting employee desktop. Accounting employee responsibility is to review invoice data and ensure that data is correctly entered and prepared for transfer to accounting system. Accounting employee can adjust invoice data such as clarifying GL account number, VAT code etc. If data is correct employee marks that invoice is proper and prepared for import to accounting system. If there are errors in data or missing approvals from responsible persons, accounting employee can request additional comments or reject invoice indicating reason. Rejected invoices reach person responsible for invoice who can make corrections.

Invoice transfer to accounting system

All invoices prepared for transfer are automatically moved to accounting system according to agreed schedule. Transfer date and time is saved in system. Invoices are marked as fully processed. Integration is possible with all most popular accounting and ERP systems used in Lithuania.